About the job

Job summary

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence?

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.

• Our Vision - To support UK defence customers with outstanding service every time.
• Our Mission - Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability. 
  DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society. 

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.

Where business needs allow, some roles may be suitable for a combination of office and home-based working.  This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments.  Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

Come and join the DBS community today!

Job description

The Data Transactional Services Team responsibilities include: -

Setting up and management of standing data within the CP&F system to support purchasing requirements e.g. Catalogue Management, Purchase order loading, delivery address updates (UIN). Also, administering and managing the production of purchase orders and invoice uploads to enable the substantial payments made to MoD Suppliers.

Resolving errors coming in from the military inventory systems – monitor and resolve errors in purchasing requirements coming in from the inventory systems – AIR, LAND & SEA into CP&F. Reverse Auctions are also managed under these processes.  
Successful candidate will be responsible for:

• Effective end to end Line Management for up to 8 staff in accordance with MoD and DBS policy.
• Coaching and development of staff to deliver best operational and service outcomes.
• Provide day to day management and support for the Data Transactional Services  Team and respond to supplier/customer queries escalated from the team.
• Effective management of daily workloads to ensure service delivery within departmental KPIs. PIs and DBS Service Catalogue.
• Maintain procurement standing data and perform daily, weekly and monthly data checks.  
• Ensure delivery of Data Transactional Services in line with Service Catalogue and KPI/PI agreements requirements and timescales.
• Provide advice and guidance to Users and Stakeholders in relation to Data Transactional Services policies and processes.
• Build and develop effective customer relationships and create a positive image of DBS through prompt and regular customer dialogue.
• Promote, manage and support the Data Transactional Service Team in using and implementing the key tools and techniques of Continuous Improvement to improve service outcomes and operational practices and take action to improve productivity, eliminate waste and share best practice.

Person specification

Essential skills:

• Experience of Line Management.
• Excellent organisational skills to react to changing priorities.
• Excellent verbal and written communication skills, with the ability to adapt to a range of Stakeholders, both internal and external.
• Excellent customer service skills.
• Strong working knowledge of Office 365 products, including Excel.

Desirable skills:

• Working knowledge of Oracle E-Business suite (CP&F) system, Exostar, BASWARE and Defence Sourcing Portal.
• Working knowledge of CP&F processes, procedures, and user guidance.
• Experience working in fast paced, customer service roles.  

Benefits

Alongside your salary of £28,300, Ministry of Defence contributes £7,641 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.

Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.

Applications will be sifted on all Success Profile elements, but in the event of a high number of applications, an initial sift will be conducted on the following success profile elements:

Primary: Experience - Personal statement

Secondary: Behaviour - Leadership

In this instance the remaining elements will be tested at interview.

At the application stage you will be assessed against the following:

• Behaviour - Leadership
• Experience - Personal statement

At the interview stage you will be assessed against the following:

• Behaviour - Leadership
• Behaviour - Managing a Quality Service
• Behaviour - Making Effective Decisions
• Behaviour - Working Together

In the rare case where individuals have exact matching scores, the order of merit will be determined based on the behaviour scores at interview in the following order:

• 1 - Behaviour - Leadership
• 2 - Behaviour - Making Effective Decisions
• 3 - Behaviour - Managing a Quality Service
• 4 - Behaviour - Working Together

If candidate scores are still exact, the merit order will then be determined on the sift score in the following order:

• 1 - Experience - Personal statement
• 2 - Behaviour - Leadership

We want to offer opportunities to all who are successful at interview for our roles, but this isn’t always possible, so we do hold candidates on an active reserve list for 12 months

Application sifting to take place on: 05/02/2024

Interviews are currently taking place via the following method: MS Teams

Interviews will be conducted week commencing: 12/02/2024

A minimum of 2 full working days’ notice will be provided for interviews.

We endeavour to stick to these dates, but these are subject to change around business needs.

 

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBS-EnhancedRecruitmentTeam@mod.gov.uk

MOD Recruitment Satisfaction Survey – we may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Notice sets out how we will use your personal data and your rights.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. 

The role currently being advertised has not been assessed as business critical and is therefore NOT open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer of employment withdrawn. 

To assist with your application please find attached -  

DBS Candidate Information Guide - Working for Defence Business Services - GOV.UK (www.gov.uk) 

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.